Archive Digitization Practice: How Kailing Technology's Electronic Archive System Saves 80% of Costs for Group Enterprises?

Under the background of the full implementation of "China Golden Tax Phase IV" and the accelerated promotion of fully digitalized e-invoices, enterprise business-finance-tax management is undergoing a profound digital revolution. Facing an increasingly strict regulatory environment and the compliance pressure of massive electronic accounting vouchers, the traditional paper archive management model has exposed pain points of high cost, low efficiency, and difficult risk control. The electronic accounting archives system of Kailing Technology, through full-process digital reconstruction, is helping group enterprises achieve the astonishing result of an 80% reduction in archive management costs.

I. Policy pressure and cost dilemma: The unbearable weight of paper archives

With the strict implementation of the "Notice on Standardizing the Reimbursement, Accounting, and Archiving of Electronic Accounting Vouchers" (Cai Kuai [2020] No. 6) and the "Measures for the Management of Accounting Archives" (Order No. 79), enterprises need to archive accounting vouchers such as electronic invoices and bank receipts electronically at the original document level; storing only printouts is already a violation. This has left group enterprises facing a triple cost dilemma。

Physical cost:Printing, binding, transportation, and warehousing consume enormous resources; annual warehousing rent for large groups can reach one million。

Labor costs:Organizing, binding, inventorying, and retrieving require a dedicated team, resulting in low efficiency。

Risk cost:Paper documents are easily damaged or tampered with, response to regulatory audits is slow, and compliance risk is high。

II. Kailing Solution: Four-Dimensional Capabilities Restructure the Cost Structure of Archive Management

Kailing Technology Electronic Accounting Archives System centers on "paperless, automated, intelligent, and compliant," directly addressing cost pain points:

1. Completely say goodbye to paper, reducing costs at the source

- Full-chain paperless archiving:The system seamlessly integrates business (OA/ERP), finance, tax, and treasury platforms, enabling full-process electronic collection, circulation, and archiving of reimbursement forms, e-invoices, bank receipts, and accounting vouchers, eliminating printing and binding steps.

- "No sticker, no printing" solution:Employees upload original electronic invoices, and the system automatically verifies authenticity and checks for duplicates. Finance reviews online, with no paper circulation throughout the process.

2. Intelligent automation, sharply reducing labor costs

- OCRIntelligent recognition：High-precision recognition of various invoices and documents, automatic extraction of structured data, replacing over 90% of manual entry. Supports private deployment to ensure sensitive data security.

- Intelligent matching and automatic compilation:Automatically associates scattered electronic vouchers based on business rules, generating compliant electronic archive volumes and eliminating manual organization and matching.

- "Starlink map" penetrating management:Visualized display of the relationships among contracts, payments, and vouchers, one-click drill-down to trace the full business picture, improving audit response efficiency by 10 times.

3. Space and warehousing costs reduced to zero

- Electronic archives are stored on secure servers or in the cloud, with no physical warehouse requirementsStep by stepeliminated, saving expensive venue rent, constant-temperature and constant-humidity equipment, and management manpower.

- The system supports long-term compliant preservation of electronic archives, in compliance with the "Requirements for Long-Term Preservation of Electronic Archives."

4. Compliance risk costs controllable:

- Built-in policy engine:Strictly follow Document No. 6 and Order No. 79, ensuring electronic signatures, four-property testing (authenticity, integrity, usability, security), tamper prevention, and backup mechanisms comply with regulations.

- Seamless connection to tax authorities:Automatically obtain fully digitalized e-invoice source files and Electronic Tax Bureau filing form PDFs, ensuring archiving completeness,

III. Results speak: where does the 80% cost saving come from?

- A certain medical device giant:After deploying Kailing's integrated "output + input + electronic archives" solution, the entire process of business-invoicing-reimbursement-archiving is digitized，Labor costs reduced by 85%.

- A precision manufacturing group:Introducing the Kailing system and deeply integrating it with SAP enables electronic retrieval of accounts receivable and payable vouchers. Archive query time was shortened from several hours to seconds, audit efficiency increased by 300%, and the annual comprehensive archiving cost decreased by 78%.

- A large cloud service provider:Through the Kailing platform, complete electronic association and archiving of reimbursement forms and invoices. Save over one million yuan in paper consumables and logistics costs, and reduce archive management personnel by 70%.

With the deepening of China Golden Tax Phase IV supervision andVoucherElectronificationRelatedPolicies continue to advance, and electronic accounting archives have become core infrastructure for enterprise business-finance-tax digitalization. Embracing electronic archive management systems, group enterprises can not only meet rigid compliance needs, but also unlock astonishing cost reduction space, gaining agility and competitive advantages in the digital wave.

Kailing Technology“Business-finance-tax-capital-archive”Integrated solutions lead group enterprises onto the fast track of archive digitalization：https://www.kailingteck.com/h-col-110.html 。

As a comprehensive business-finance-tax digitalization solution service provider, Kailing Technology provides business-finance-tax management digital transformation products and operational services for various government agencies, institutions, and large, medium, and small enterprises. The product line includes:

Solutions for sales contract management system, procurement contract management system, fully digitalized Leqi interface project, automatic output VAT invoicing system, invoice issuance for individuals system, employee expense control and reimbursement system, input VAT invoice management system, supply chain collaborative reconciliation system, imaging OCR recognition system, automatic financial bookkeeping system, electronic accounting archives system and other businesses, comprehensively advancing the digitalization process across various fields.

If you have any business-finance-tax digital transformation needs, welcome to contact us. Beijing Kailing Technology will serve you wholeheartedly.